Public Service Administrator
Job Opening ID #: 211778
Location: Topeka / Shawnee County
Job Posting Closes: Open Until Filled
Kansas Highway Patrol www.KHPJobs.org
About the Position:
• Who can apply: Anyone (External)
• Classified/Unclassified Service: Unclassified
• Full/Part-time: Full-Time
• Work Schedule: 8:00am – 4:30pm
• Eligible to Receive Benefits: Yes
• Veteran’s Preference Eligible: No
• Hourly Pay: $22.72
Position Summary & Responsibilities:
Position Summary: The incumbent will oversee the administrative functions for the Troop T Air Support Unit – Executive Aircraft and Law enforcement aircraft divisions to ensure the programs are meeting their statutory requirements and meeting the goals and objectives of the programs and will supervise the Troop T Administrative Specialist. This position is supervised by the Troop Commander.
Process e-mail generated from the Executive Aircraft general mailbox. Maintain and coordinate the Executive Plane schedule for Governor and other State agencies. Prepare flight itineraries to meet the prerequisites of the Governor and other State agencies schedule. Utilizing the pilot’s completed daily flight logs, enter data in the flight data tracking software, generate invoices and send Fiscal information for the billing records and payment vouchers of the Governor’s Executive Plane. Maintains publications and database critical to safety of flight and regulatory requirements. This position requires specialized aviation knowledge and professional communication with outside agencies to include the Governor’s Office.
Participates in hiring of and trains, coaches and mentors clerical personnel; Supervises and assigns, reviews and evaluates work; uses problem solving methods and appropriate tools to improve processes. Will directly supervise an administrative specialist who performs a variety of office administrative tasks and explains policy and program decisions to the public, other agencies, and officials, who prepares accounting functions, prepares statements and reports, completes research in data discrepancies.
Determines supply needs and works closely with other Troop T supervisors to determine what purchase requests needed entered and when a P-card can be utilized. Create requisitions into the SMART (Statewide Management Accounting and Report Tool) system and/or KHP Inventory Management system, to ensure compliance with state purchasing policies and procedures. Reviews and track supply orders and update SMART records on status of shipments. Receives the supply orders and ensures all ordered items are received and in acceptable condition. Reviews invoice for correct unit prices, accuracy of computations and overall conformity in a timely manner. Records all invoices received and forwards to Headquarters for payment. Assist Fiscal staff to resolve billing discrepancies and questions with vendors. Research payments in the SMART system and reviews the paid files in response to phone inquiries from vendors. Develops professional customer service relationships via telephone, and e-mail conversation with vendors. Prepares financial reports, enters, and research purchases using SMART, and MS Excel. This position requires specialized aviation knowledge to properly complete purchasing activities for aircraft operations. Little or no supervision.
Responds to KORA requests in a timely manner as set forth in the most current KORA laws and guidelines. Consults with Operations Commander or Executive Aircraft Supervisor, as necessary, determine the disclosure of records per agency policy and guidelines, rules of discovery and according to KORA regulations. Completes special projects and performs other duties as assigned including but not limited to natural and/or manmade disasters, infectious disease outbreaks, and/or acts of terrorism. Assist other employees in the work unit in accomplishing assignments as necessary. Minimal supervision.
Track aircraft funds and transactions in and out of the funds. Prepare fund reports and data to assist the Troop Commander will fund manage and reporting.
This position will have oversight on the time reporting into SHARP by the Administrative Specialist. When the Administrative Specialist is absent, this position will serve as the backup SHARP time entry person and reporter.
This position will oversee office logistics to include, maintaining access codes and keys, cleaning and supply vendors, HVAC services, and other office and Troop needs.
Handles Troop T data collection and reporting as assigned by the Troop Commander. This includes aircraft data, purchase requests, purchase orders, grant activity and data, special projects data and information, and P&GA required data and reporting requirements. Uses aviation programs, manuals, software, and hardware as needed.
For a full position description email request to KHP.Career@KS.GOV , please include the Job ID #. Apply online at https://jobs.sok.ks.gov/psc/sokhrprdcg/APPLICANT/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=1&JobOpeningId=211778&PostingSeq=1
Education: High School Diploma or GED equivalent.
Licensing & Certification: Valid Driver’s License. Notary for the State of Kansas.
Necessary Special Requirements: Two years of experience in general office, clerical, and administrative support work.
Ability to speak clearly and concisely in person and on the telephone. Ability to establish and maintain effective working relationships. Ability to communicate effectively, verbally and in writing, with fellow state employees and the general public. Proficient with Microsoft windows and Excel software programs. Knowledge of office procedures and payroll. Listen, comprehend and respond to fellow employees and general public via telephone or in person. Basic mathematical calculations. Accurate proofreading. Ability to multi-task. Ability to read and write comprehensively. Aviation knowledge about aircraft, airports, and aviation industry is essential.
Preferred Qualifications: Training in SHARP, SMART, Microsoft Office & Teams software programs, general office practices, english grammar, and aviation industry knowledge.
Post-Offer, Pre-employment Requirements: Must submit to and pass a thorough background check including fingerprints. Ability to lift up to 30 lbs, sit, walk, stand, repeatedly bend, stretch, twist, stoop or reach out with body, arms and/or legs.
Persons applying for positions with KHP will be subject to background investigation, fingerprints, and/or drug screening.
Recruiter Contact Information:
• Name: Captain Jason Vanderweide
• Email: Jason.Vanderweide@KS.GOV
• Phone Number: 785-296-8087